Community Development Block Grant Reporting Tool

About the Program

Category: County Administration and Management (Best in Category)

Year: 2015

Douglas County Community Development Block Grant (CDBG) staff developed forms in a dynamic Excel spreadsheet containing fields programmed to calculate grant funds and demographic data. By proactively streamlining the forms, staff eliminated mathematical errors and reduced the amount of time required to complete and review forms. Each subgrantee received a reporting tool customized for their specific project. The self-calculating draw down request forms computed the totals and pre-populated the next form with the remaining funding balance. Similarly, entering client demographic data into the Annual Report populated the Project Completion Report. The user-friendly reporting tool sped up the reporting process saving subgrantees an average of four hours per report. CDBG staff immediately noticed significant improvements to draw forms and reports submitted. Formulas provided accurate totals and linked forms made it possible to input data once instead of multiple times. During the review process, CDBG staff no longer needed to contact subgrantees to resolve errors as reports were consistent. Subgrantees successfully met program requirements by utilizing this simplified reporting tool that provides all project forms and data in one easily accessible spreadsheet. Successfully completing their project brought renewed confidence in their abilities increasing the likelihood that they would apply again in the future.